Lightspeed Restaurant L-Series Integration

Created by Alex Savchuk, Modified on Fri, Mar 15 at 6:50 PM by Alex Savchuk

Lightspeed POS is a Point-of-Sale system for your restaurant, café, or bar. You can use it to manage tables, collect orders from customers, and then collect payments for those orders.

At a high level, the integration connects your restaurant to your hotel property. From there, Guests can pay for their restaurant order by putting the receipt on their room directly.

You can also see all the revenue from your restaurant’s locations in specific House Accounts in innRoad, which is called Full Revenue Sync.

Pre-requisites

This integration is compatible with Lightspeed POS L-series.

You can confirm you are using Lightspeed POS L-series based on the Lightspeed logo you see in your account:

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If your Lightspeed Restaurant app features a red logo on a white background, you are using L Series.

How to start using the Lightspeed integration

You can start using the integration after the steps below:

Authentication to Lightspeed, and authorizing API access.
Configuration
Mapping

Authentication and Authorization

In this step, you will connect your innRoad property to a Lightspeed Restaurant.

Here are the steps you can follow to start using the Lightspeed integration:

Log in to your innRoad Account as the Administrator.
Open the Setup menu.
Click the Lightspeed setup menu:
Click Connect to Lightspeed.
You will then see the Lightspeed log-in screen. You will need to enter your Lightspeed credentials and then click sign-in:
Lightspeed will ask whether you grant innRoad permission to access your Lightspeed account.
Click Allow to continue.

You have now finished the Authentication and Authorization step.

Configuration

You will see the name of the Lightspeed Restaurant you have connected to.

If you have multiple hotel properties, and multiple restaurants, it is best to check if the connection is correct.

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If you have connected the wrong restaurant to this hotel property, click cancel. Otherwise, click Continue.

Here you can enable features and configure the high-level settings of your Lightspeed integration.

Here is how the features work:

Full Revenue Sync:

Revenue from Lightspeed paid with other payment methods (cards, cash, cheque etc) to a room will be stored in a House Account. .
Room Charges:

Guests can ask to put their restaurant bill directly on their room and the order will appear in the reservation folio.
Set Room Charge limit per receipt:

Set a maximum value for a single receipt before posting it to innRoad.
Select Tax Ledger Account:
Lightspeed will send the total tax amount to innRoad. We will store that tax amount under the Tax Ledger Account selected here.

Here is an example configuration:

With this setup, the integration will:

Synchronize all revenue that was not charged to a room to a House Account that you select in Mapping.
Allow adding room charges that are below $75 before tips to a reservation folio;
Store taxes in the Lightspeed Tax Ledger Account.

Click Save to proceed.

You have now finished the Configuration step.

Mapping

Product Group Mapping

Mapping allows you to select where revenue from your Lightspeed Restaurant will appear in your innRoad Ledger Accounts. Then, you could filter those accounts in Reports.

In Lightspeed, Product Groups are like categories in the menu.

For example, a Restaurant could have Starters, Salads, Main Dishes and Drinks. For example, the Drinks Product Group could include:

Espresso;
Cappuccino;
Green Tea;
Black Tea;

Each individual item is still in the same general Drinks category, and it will appear in the Ledger Account that is mapped.

To complete Product Group mapping, you will need to:

Select a Default Ledger Account to act as a fallback, or the general Account for all your Lightspeed revenue;
Select a Tips Ledger Account where tips from Lightspeed will be stored;

Optionally, map individiual Product Groups to specific Ledger Accounts for more granular reporting.

We recommend creating a separate Ledger Account for Tips. Then, that account can be excluded from Reporting, as Tips should be excluded out of revenue.

During Product Group mapping, only Incidental Ledger Accounts will be shown.

Here is a sample Product Group Mapping setup:

With this setup, revenue from Ocean Avenue Café will appear in:

By default, if revenue is from an unmapped Product Group, it will appear in the POS account.
All Product Groups are mapped to the Food & Beverage Ledger Account.
Tips will appear in the Lightspeed Tips account.

Click Save when you have finished Product Group Mapping.

Floor Mapping

Floor Mapping is a step within the Full Revenue Sync flow. If Full Revenue Sync is not selected, Floor Mapping is not a required step.

In Lightspeed, Floors are locations within a restaurant, such as the Bar or Outside Terrace. Floor Mapping allows you to view revenue from each location in a separate House Account during Full Revenue Sync. This is helpful when assessing the performance of each location. To complete Floor Mapping, you can choose a Default House Account as a fallback or select Individual Floors to map to specific House Accounts.

If you want to see all data from Full Revenue sync in the same place, then only map the Default House Account.

Then, all your Lightspeed revenue will appear in the Lightspeed Restaurant House Account.

If you have multiple Floors, you might want to map them to different House Accounts:

Click Save after completing Floor Mapping.

You have now completed all the necessary configuration steps for the Room Charge and Full Revenue Sync flows.

How to process a room charge from Lightspeed L-Series

Make sure you have a “Room” Payment type created in your Lightspeed account.

Log in to Lightspeed.
In Restaurant Manager, click Payments.
Click Add Payment.
Set the name to Room Charge or any other name you prefer.
Set the Type to “Room”.
Click save.

Here is an example order that we will process with Room Charge.

Select the Room Charge payment method that you have created earlier.
Search for the guest by name or room number. The Guest is staying in room 7001, so you search for that room number:

Tap the correct room number.
The innRoad System will validate the charge. If it is below the per receipt limit set in configuration, it will pass through:

Optionally, add a tip using the Add Tip button.
Tap Finalize.
After the receipt is finalized, you can see it in the Reservation Folio:

On the Folio Item, you can see:

Date when the receipt was added;
Receipt ID, which is 346124;
Charges for the items in the receipt, with a total of $39;
Tax for the items in the receipt, which totals to $6.92;

If you click on the Receipt, you can see further details:

Tips and Taxes are mapped to the Ledger Accounts selected, and the Product Groups are also mapped to the Food & Beverage Ledger Account that was selected in the Mapping step.

You can also search for parts of the name, for example, Washington:

Or parts of the room number, like “7”:

You now know how to post a charge to a specific room.

Voiding orders in Lightspeed

As a rule of thumb, you should always void orders in Lightspeed, and that will automatically reflect in innRoad. You can void receipts or void payments in Lightspeed, and the integration will reflect those changes in innRoad accordingly.

If a receipt was stored in the Reservation Folio and this receipt was voided after finalization, you will see both the voided receipt, and the original receipt in the Reservation Folio. The voided receipt will appear in the same Reservation Folio where the original charge was added:

In the House Account Folio, this will also include the original receipt, and the Voided Receipt with the same total amounts but a negative value:

This way, your Folio will still balance out to 0 in both cases.

If you Void Payment for an unfinalized receipt, those payments will not show in a Reservation or House Account Folio. Only Finalized items are added to innRoad Folios

How to generate a Guest Statement with all items from Lightspeed receipts included

Open your innRoad Account
Go to the Reservation with a Lightspeed room charge added.
When generating a Statement, click Guest Statement with Tax Breakdown
This will show all of the items that were purchased by the Guest, allowing you to see a detailed breakdown of their room charge.

How to see revenue from Full Revenue Sync

Apart from Room Charges, your restaurant also serves people that may not be guests at your property.

If you enable Full Revenue sync, you can still see this revenue within your PMS. Here is how you can find those receipts:

Open your innRoad Account;
In the top navigation bar, click on Accounts:
Once there, filter for House Accounts and click on Search. You will see all the House Accounts created at the property:
Click on the accounts you have selected in Floor Mapping. For this example, we will open a Lightspeed Restaurant.
After you open the Account, click on Folio to see all the revenue from Lightspeed:

You will see all the receipts synchronized, as well as payments added for them. All Full Revenue Sync items are always paid out in full at the Restaurant, and they are only stored for Reporting purposes.

If you click on an individual item in the House Account Folio, you will also see a detailed breakdown of the items, including taxes and tips.

The items will be added to the Ledger Accounts selected in Product Group Mapping.

FAQs

How can I stop using the Lightspeed integration?

You can look for the Disconnect button on the Lightspeed Setup screen:

Once you click on it, the system will ask you to confirm your choice, as we will stop processing your revenue and stop allowing Room Charges from the Restaurant to Reservation Folios.

Can I use the Lightspeed Integration for multiple properties with multiple restaurants?

Yes, you can.

The integration can be set up for each property individually. You will need to complete the authentication, configuration, and mapping steps for each property. For example:

Connect Hotel 1 to Restaurant 1;
Connect Hotel 2 to Restaurant 2;
Connect Hotel X to Restaurant X;.

Does the integration support splitting receipts?

Yes. For the Room Charge flow, you will need to split the receipt by Seat, or by product.You cannot apply a split in equal parts and then use the Room Charge payment method, as this is not supported by Lightspeed

When you apply the Split by Seat, or Split by Product, Lightspeed will create separate receipts. You can then apply a separate Room Charge to each of those receipts. Alternatively, you can use a different payment method for each receipt altogether.

Does the integration support LiteServer receipts?

We do not currently support LiteServer, but this may change with future updates.

Can I connect multiple Restaurants in the same Lightspeed account to one innRoad property?

No, currently this is not supported. The integration only allows 1 Lightspeed Account to connect to 1 innRoad Property.

Can revenue from Lightspeed map, based on shifts? For example, breakfast revenue, lunch revenue and so on?

No, this is not currently supported.

Does the Lightspeed integration support multiple currencies?

No, the integration would default to the currency of your innRoad account. The integration will only post numbers from the point-of-sale to innRoad as the PMS. So, when Lightspeed sends a charge across to innRoad, it doesn’t mention that the charge is 5 USD or 5 EUR, it is just sending the price of 5.

What happens if the item’s name in Lightspeed changes? For example, I had a “Coffee” item, but I changed the name to Espresso?

Items in the Reservation Folio or House Account Folios will not be updated.

However, all the new items that will be added after the name update will use the new item name.

Why are the items processed in Lightspeed with a different payment method not showing up in innRoad?

The integration stores all finalized receipts every 5 minutes. If a receipt isn’t showing up, make sure it is finalized and give it another 5 minutes.

If it still doesn’t show, please reach out to the innRoad support team at [email protected] with the receipt ID and we will troubleshoot.

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